Student groups wishing to reserve a room should follow the procedures listed below:

• Student room use for a Cooper Union event must be approved by an Academic Dean and/or the Dean of Students.
• Once event authorization is obtained, go in person to the Office of Continuing Education & Public Programs in the Hewitt Building, Room 101. The Hewitt Building is at 41 Cooper Square: East side of Third Ave., between East 6th & East 7th Streets.
• The rooms most often requested by students are: The Great Hall, The Wollman Auditorium and the Hewitt Auditorium. On occasion, classrooms may be arranged as well.
• The Wollman Student Lounge is only occasionally approved for specialized use for student events. The Wollman Lounge is under the supervision of the School of Engineering. Go directly to the Engineering Office to request the use of that space. Once the Engineering Office can provide authorization for The Wollman Lounge.
• Adult Education has no budget to pay for student events. All event costs are to be borne by the individual organizations. Usually the expenses are taken from the student organization budgets authorized at the beginning of the semester. Other costs may be paid personally by the students.

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The Student Banker has hours posted in the Office of Student Services. S/He will be the one to issue checks for your event. Before a check can be issued, however, you must fill out a Check Request Form (available from Danielle Patterson), have an invoice or receipts for the amount requested, and your account must have a balance to cover the amount. A convenient procedure for handling payment for large vendors is to request a written quotation of the cost of services or supplies to be purchased.

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Food
Your group may contract with Frankie Wibowo or with outside vendors for food. In either case, you must submit a check request form and receipts to the Student Banker to receive a reimbursement check. Before authorizing the check, the Student Banker will verify that the amount requested is within the amount allocated by giving a guest list to Office of Student Services for the benefit of the use of guards. your group will not be able to draw a check in excess of its budget line.

Coat Check/DJ
Frankie Wibowo can provide a coat check and/or DJ for your group, or you can make your own arrangements. In either case, you must submit a check request form and receipts to the Student Banker.

Guests
A group that wishes to invite a small number of guests to an event may do so by giving a guest list to Office of Student Services for the benefit of the use of the guards.

Events which are open to the public may only be held in the Great Hall and other gallery space due to insurance regulations. Building guards will be notified of these events so they can ensure security to the rest of the building during public events.

Alcohol

Liquor License

New York law prohibits the distribution of alcoholic beverages to persons under the age of 21. The New York State Liquor Authority requires that a permit be filed, which is available in the Office of Student Services. It must be signed by two students from the sponsoring group who are 21. These signatures constitute an agreement to abide by The Cooper Union Alcohol Use Policy.

Ordering Alcohol

Since the spring of 1992, groups have taken the responsibility to order beer themselves. By taking advantage of this option, student groups have assumed the following responsibilities:

1. To order kegs and arrange for their delivery and pickup.
2. To arrange storage of the kegs with Frankie and maintenance.
3. To retrieve keg deposits and return to the student banker.
4. To pay out of the organizing group's pockets if any additional charge is levied due to late charges, lost deposits, and so forth.
5. Failure to follow this policy would result in the organization losing its privileges to host any party the following semester.
6. Groups may order no more than 2 kegs under any circumstances.

Serving Alcohol

The serving of hard liquor is to be strongly discouraged at any college event involving students.

Cooper Union has a New York State Liquor Authority permit for the serving of wine and beer at student events. Such serving will be limited to those persons who can prove attainment of the minimum legal age in New York State of 21 years. To facilitate quick identification of students of legal age at the point of service, a process of carding that requires the presentation of Cooper Union I.D. will be carried out by a security guard available solely for that purpose and paid for by the student sponsors either through allocated JAC funds, or in the case of student openings, by the student exhibitors. There are no exceptions to this requirement.

Sponsors of events have primary responsibility for ensuring that only those of legal drinking age are served alcohol. Sponsors must include at least two persons 21 years of age or older, and they must sign the state required alcoholic beverage permit. Before authorization to hold an event can be given, all student sponsors must undergo a prior orientation with the Dean of Students or a designated representative of the Office of Student Services.

Such events must include the serving of food, in sufficient amount for the numbers attending; and the displaying of a variety of non-alcoholic beverages must be featured as prominently as alcoholic beverages--and dispensed in the same area.

The promotion of alcohol in advertisements for events is not permitted. Other aspects of the event should be emphasized -- such as entertainment, availability of food, etc.

The serving of alcoholic beverages should be discontinued at approximately one hour before the end of the event.

Event sponsors not only must refuse to serve alcoholic beverages to anyone appearing intoxicated, but also must provide appropriate assistance to such persons. Assistance may include, but is not limited to, providing safe transportation arrangements for intoxicated guests, and medical help.

Recently enacted state legislation specifies that a U.S. or Canadian driver's license or non-driver identification card, a valid passport, or an I.D. issued by the U.S. Armed Forces must be used as written evidence of age for procuring alcoholic beverages.

ALL PARTIES ARE LIMITED TO TWO KEGS OF BEER. IF WINE OR WINE COOLERS ARE DESIRED, THERE WILL BE A CORRESPONDING REDUCTION IN THE AMOUNT OF BEER ALLOWED BASED ON THE ORDER OF WINE OR WINE PRODUCTS.

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The JAC requires prominent signs in each of the three buildings. These must be posted SEVEN DAYS PRIOR TO THE EVENT. Put up posters and notices around the entire campus, and when possible, make use of The Pioneer. NO REFERENCE TO THE SERVING OF ALCOHOL IS TO BE MADE IN ANY PUBLICITY. Please use "refreshments." A day or so before the party, put up a sign near the Lounge to be used to notify the student body what hours the Lounge will be closed for decoration and party. The Office of Student Services has a machine that converts 8 1/2" x 11" posters into large posters. You may make up to four posters for each event.

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